The purposes of
forms management are to maintain a centralized inventory of all College forms;
to develop standards for creation and design of new forms; to reduce the number
of forms; to develop consistency across the College; and to improve
communication within the College. All College forms will be maintained through
the Office of Records Management.

Records Management Responsibilities

The Office of
Records Management will maintain the inventory of all College forms, establish
College design and specification criteria for the standardization of all College
forms, assist in the preparation of forms, review forms used by all areas of the
College, and make recommendations.

Records
Management will develop an inventory tracking system, assign an authorization
number to each approved form, and develop and maintain the College forms
website.

Cooperation

All areas of
the College will work with the Office of Records Management in meeting the
purpose and intent of the rules and procedures outlining the creation and
maintenance of College forms. No College form will be printed or reproduced
unless it has been approved by the Office of Records Management in accordance
with this Rule and the corresponding procedures.

Definition of College Forms

College forms
shall be defined as:

 forms used by more than one office/department/campus

 forms that contain a distribution list

 forms completed by faculty, staff, students or members of the
general public

Non-college
forms shall be defined as:

 forms used internally by a single office/department/campus that
remain in that office/department/campus

 forms created and used by employee and student organizations

 forms from external agencies

Electronic
forms shall be defined as on-screen documents used to collect information.